2022 La Mesa Oktoberfest Vendor Application

Friday, September 30 (4pm - 10pm
Saturday, October 1 (10am - 10pm)
Sunday, October 2 (12 pm - 8 pm)

EARLY BIRD PRICING ENDS JUNE 1, 2022 (STANDARD PRICING TBD)

 

NOTE: BOOTH FEE IS FOR A SPACE ONLY.  POWER, TENTS, LIGHTS AND OTHER EQUIPMENT ARE NOT PROVIDED. ELECTRICITY CAN BE PURCHASED LATER ON THE FORM.

 

VENDOR PRICING

Art and Craft - $700

Standard Non-Food/Retail - $900

Corporate/Time Share/Home Remodel/Lead Gen - $1975

Food Vendor (Cooking) - SOLD OUT - $1450

Food Vendor (Non-Cooking) - $1150

SELECT VENDOR TYPE

IMPORTANT - To be eligible for Arts and Craft Vendor pricing, all products must be handmade by the owner of the booth or person operating the booth and must be approved by Ed Decker in advance at ed@mcfarlanepromotions.com

IMPORTANT: Per California State Law, and the Heartland Fire and Rescue fire marshal, ALL vendors (including non-food vendors) are required to have a fire retardant tent. Tents that are fire retardant will have a manufacturer's stamp or tag on the canopy itself. 

The fire marshal will be walking through the event before opening and will not allow you to use the tent if it is not fire-retardant.

POWER:

IMPORTANT NOTES ABOUT POWER

1. PER CITY REGULATIONS, VENDORS ARE NOT PERMITTED TO SUPPLY THEIR OWN POWER. IF POWER IS NEEDED, IT MUST BE PURCHASED FROM THIS FORM. 

2. POWER WILL NOT BE AVAILABLE OVERNIGHT AND WILL BE TURNED OFF SHORTLY AFTER THE EVENT ENDS EACH NIGHT

NOTE: Vendor must submit image of all plugs exceding 20amps and other non-standard plugs.

We kindly ask vendors to contribute to the Oktoberfest spirit by decorating your booth to theme.

THE VENDOR WITH THE BEST BOOTH DECORATIONS WILL WIN A FREE OKTOBERFEST 2023 BOOTH AS DETERMINED BY STAFF.

2022 La Mesa Oktoberfest Terms and Conditions

1. Booth location to be determined by McFarlane Promotions, Inc.

2. Check in time begins Friday, September 30 at 12:00 pm and Vendors must be completely set up by 2:00 pm for the Fire Marshall inspection.

3. Vendors are required to be open for all event hours as stated at the top of this application. CLOSING BEFORE THE END OF EVENT OR STAYING OPEN AFTER EVENT IS STRICTLY PROHIBITED AND IS GROUNDS FOR EXCLUSION FROM PARTICIPATION AT FUTURE EVENTS.

4. All Vendors must bring their own booths, furnishings and equipment. Nothing is provided by the organzier except the space.

5. All business and other activity, for which the Vendor has rented space, must be conducted within the designated booth space only! No distribution, canvassing, flyers, nor vending of any kind may be done by strolling through the festival grounds. Vendors are required to conduct business within the perimeter of their purchased space size (in most cases 10x10 or 10x15 for food vendors). No product, equipment, or activities are permitted outside their footprint. Extra space may be purchased in advanced.

6. Vendors must post prices in a legible manner and in a visible space within their booth.

7. The sale of alcoholic beverages of any kind is strictly prohibited. Additionally, due to sponsorship and contractual arrangements, only sponsor related water & beverages will be allowed to be sold. Any failure to comply with these beverage rules may result in expulsion from the event.

8. Consumption of alcoholic beverages by Vendor, volunteers or employees of Vendors at their booth is prohibited.

9. Vendors must provide trash receptacles for waste generated by their booth. Improper trash disposal is grounds for exclusion from participation at future events.

10. Vendors are required to obtain and display all necessary permits and / or licenses. McFarlane Promotions and the Gaslamp Quarter Historical Foundation are not liable and will not refund any fees or deposits.

11. Each Vendor will be responsible for all of his / her own merchandise or equipment. McFarlane Promotions, Inc. and the La Mesa Village association will not be liable for any lost, stolen or misplaced merchandise or equipment at the event.

12. POWER: Per City regulations, vendors are not permitted to supply their own power. Power is available for purchase on this application and you must bring 100 feet of cord to access it. Power is not available overnight so make preparations for perishables. If you did not order power here and want to add it later it must be done through Ed Decker at least 2 weeks before the event. If you have any questions regarding our power policy or wish to purchase power for this event, please contact ed@mcfarlanepromotions.com

13. INSURANCE: Vendors must provide proof of general liability insurance and add McFarlane Promotions, La Mesa Oktoberfest Inc., La Mesa Village Association, National Center for Community Enhancement, and the City of La Mesa as additionally insured. Specific insurance instructions will be emailed to you upon submission of this form.

14. If the event is rescheduled, your fee will be honored at the rescheduled event. 

15. McFarlane Promotions, Inc., the La Mesa Village Association and La Mesa Oktoberfest organizers reserve the right to refuse service to anyone. All articles are subject to search upon admission. Event producers reserve the right to use photos or graphic images taken at La Mesa Oktoberfest. No video cameras, alcohol, simulated weapons, illegal drugs, weapons, lawn chairs, hazardous substances, bicycles, skateboards, roller blades or pets will be allowed to be brought onto the premises. The holder assumes all risk or danger incidental to the attraction/event whether occurring prior to, during or subsequent to the attraction/event including the risk of cancellation. No exception. This event is rain or shine.
 
ADDITIONAL TERMS AND CONDITIONS FOR FOOD VENDORS

1. All food Vendors must meet and follow all City of San Diego Health Department and Fire Department Guidelines.

2. Vendors must obtain a City of San Diego Health Permit (call 858.505.6690).

3. All food items must be stored inside the allotted space, covered and off the ground.

4. San Diego Health Department requires that vendors provide appropriate cleaning materials as well as a hand-washing setup. Running water is not provided on the grounds of the event.

5. Containers of butane or fuel must be affixed to a post or other secure item.

6. All food vendors must bring a “Spill Kit” and lay a durable, waterproof, grease-resistant tarp under the ENTIRE perimeter of your space and then some. If you have open flame grills, fryers and other cooking devices that tend to splatter you'll need to extend the tarp beyond just the perimter to account for splatter. This includes any space you are using outside of your tent.  Vendors will be charged for cleaning any grease or oil spills or splatter which can often be in the hundreds of dollars.

An acceptable Spill Kit must include a durable, waterproof, grease-resistant tarp or other waterproof ground cover, one gallon bucket with lid, 5 lbs cat litter bag or sand, Terry cloth and paper towels, thick black trash bags.

7. All food Vendors must observe all terms and conditions as listed elsewhere in this application.

 

 

 

 

ATTENTION FOOD VENDORS: Due to the amount of vendors who forget to bring their spill kits and and lay tarp beneath their operation, we are requiring a double confirmation to make 100 percent certain you understand and will comply with this requirement. 

It is very expensive to clean up after grease and spill messes  so this requirement will be enforced. This means, even if you are all set up, and are in the process of cooking, we will require you to install the tarp after the fact so please do this when you arrive when it is easiest to do so.

Here is the requirement again: All food vendors must bring a “Spill Kit” and lay a durable, waterproof tarp under the ENTIRE perimeter of your space and then some. If you have open flame grills, fryers and other cooking devices that tend to splatter you'll need to extend the tarp beyond just the perimter to account for splatter. This includes any space you are using outside of your tent.  Vendors will be charged for cleaning any grease or oil spills or splatter which can often be in the hundreds of dollars.

An acceptable Spill Kit must include a tarp or other grease resistant ground cover, one gallon bucket with lid, 5 lbs cat litter bag or sand, Terry cloth and paper towels, thick black trash bags.

HOLD HARMLESS AGREEMENT

Vendor/Exhibitor covenants that it will protect, hold harmless & indemnify McFarlane Promotions, Inc., the La Mesa Village Association, the City of La Mesa, and La Mesa Oktoberfest organizers, and its sponsors, officers, agents, and employees from any and all claims or liability for losses, injury or damages of any type arising out of or resulting from or in connection with the Vendor/Exhibitor’s work, activities or participation in the SD Pride events.

a. McFarlane Promotions, Inc., the La Mesa Village Association, the City of La Mesa, and La Mesa Oktoberfest organizers, and its sponsors, officers, agents, and employees are not liable for lost, damaged, or stolen exhibitor property.

b. In the event of litigation, costs and attorney fees to prevailing party.

 

STORM WATER POLICY

Only rain water is allowed in storm drains!

At no time is trash, debris, grease, ice, or any type of liquid to enter a storm drain.  These drains are connected to the ocean, which means that any trash or liquid that goes down the storm drain automatically becomes pollution.  It does not matter if it is “just water.”  If it is not rain water, it is not allowed in the storm drain.

San Diego Municipal code 43.0301 makes it illegal to pollute storm drains.  Vendors must dispose of all pollutants such as ice, trash, dirt, unfinished beverages and any other type of trash in the proper manner.  Failure to comply with Storm Drain protection WILL result in forfeiture of deposit and/or citations by city officials.

COVID-19 RELEASE

I understand that the Governor of the State of California and the County of San Diego have placed restrictions on businesses and are requiring them to take certain precautions to prevent further transmission of COVID-19 infections. I: (a) represent, warrant, and certify that at no time during the 14 days preceding did I have any of the following symptoms: fever or chills; cough; shortness of breath or difficulty breathing; fatigue; muscle or body aches; headache; new loss of taste or smell; sore throat; congestion or runny nose; nausea or vomiting; or diarrhea; (b) represent, warrant, and certify that at no time during the 14 days preceding have I been around anyone who has tested positive for COVID-19; (c) accept all responsibility for at all times properly using a face covering; (d) agree to do whatever is required by applicable Federal, state, and local regulations, including without limitation complying with all applicable travel restrictions and quarantine requirements; and (e) agree to strictly adhere to all signage posted anywhere on premises regarding COVID-19 infection prevention.

I, for myself, my heirs, and assigns, hereby waive any and any claims, demands, causes of action, or any claims for relief whatsoever against and release McFarlane Promotions, Inc., the La Mesa Village Association, the City of La Mesa, and La Mesa Oktoberfest organizers from all liability, claims, causes of action, demands, losses, and damages, now or in the future, related to my having or contracting COVID-19 or other illness arising out of or in connection with my attendance.

 

LA MESA POLYSTYRENE AND SINGLE USE PLASTICS ORDINANCE

Plastic and bioplastic straws & utensils may only be distributed upon the request of customers.

All polystyrene food service ware products, coolers, ice chests, and pool or beach toys are prohibited from special events. Food service ware includes bowls, plates, trays, cups, lids, hinged containers, and other similar items designed for one-time use.

The recycling ordinance states you must have a ratio of 1:1 containers, i.e., pair a recycling container with every trash container. Never have a recycling container standing alone or it will be used for trash! Signage for the recycling containers (mandatory) is available below for your convenience. We recommend using clear bags for recycling and black bags for trash. This helps prevent crews from mixing the two bags in the same dumpster.

Please make sure all recyclables (not just bottles and cans for redemption value) are being collected and put into the recycling dumpster. Make sure all vendors are aware of this requirement. This includes but is not limited to:

plastic cups - i.e., drinking cups like for water, juice, beer

cardboard

plastic tubs and containers

glass jars and bottles

aluminum/tin cans and containers

mixed paper

Special Event Recycling Signage:

Trash, recycling, and composting signs
Recycling container sign

Companies that rent or sell recycling containers and boxes are listed here.

There are exemptions to some of these restrictions so Please visit San Diego's environmental site for more info

FULL REFUNDS ARE NOT OFFERED FOR THIS EVENT. In the event of a scheduling conflict, personal emergency, sickness, death, or other unforeseen circumstances, you may request a partial refund of your booth space. The deadline to receive a refund is as follows:

• For a 75% refund of base fees (i.e not including credit card processing fee) - You must put in your request (90) ninety days before the event date.

• For a 50% refund of base fees (i.e. not including credit card processing fee) - You must put in your request (89) eighty-nine to (60) sixty days before the event date.

• Cancellation requests received (59) fifty-nine days before the event date and later will not be eligible for a refund.

Refunds will not be available for registrants who choose not to attend an event. Cancellations will be accepted in writing only and must be received by the stated cancellation deadline(s). All refund requests must be made by the attendee or credit card holder. Refund requests must include the name of the attendee and/or transaction number.

If the event is rescheduled, your fee will be honored at the rescheduled event. 

 

DAMAGE/CLEANING DEPOSIT POLICY:

You must complete the DEPOSIT AUTHORIZATION FORM and email to ed@mcfarlanepromotions.com.

Your credit card will not be processed unless there is a claim during or after the event. McFarlane Promotions shall inspect your space to ensure it is undamaged, all rules have been met, all rentals have been properly returned, and has been cleaned to the satisfaction of McFarlane Promotions and La Mesa Oktoberfest.

Instructions on how to acquire the blank deposit form will be emailed to you upon submission of this form

Deposits may be withheld at the discretion of McFarlane Promotions and/or La Mesa Oktoberfest for, but not limited to, failure to show, late arrival, early departure, and any other violations of regulations set forth by the terms & conditions page.

SPECIFIC VENDOR FIRE CONDITIONS

 

The following conditions shall apply to La Mesa Oktoberfest without exception. Any changes must be made with the approval of the Fire Marshall or designee.

·         All Food Booths that use cooking or any heating implements shall follow the booth diagrams (below) they provided.

·         Barriers shall be provided by either the event or the vendor that will keep pedestrian traffic out of the designated open space and cooking space.

·         Vendor equipment shall reside completely inside the Vendor's area and shall not be placed in any way as to impede pedestrian traffic.

·         All vendor activity must be conducted completely inside the Vendor's area and shall not impede pedestrian traffic.

·         All Food Booths that use cooking or heating implements shall have the required certification for their canopy/tent on display at all times.

·         All open flame or frying cooking and heating implements shall be placed outside the canopy/tent at all times while in use.

·         Use of Portable BBQ’s PROHIBITED within 20 feet of any permanent structure or on any sidewalk. This includes but is not limited to the following areas; in front of/around businesses; under overhangs; on sidewalks; streets; next to buildings, walls; windows or exit doors.

·         Food Vendors using cooking appliances such as: deep fat fryers, griddles, stoves, or similar shall provide a Class “K” rated fire extinguisher. This requirement applies to Kettle Corn vendors also.

·         There shall be a 2A-10BC rated fire extinguisher located near the cooking appliance (BBQ) at all times during operation. An adult shall be in attendance of the BBQ while it is in operation and shall be knowledgeable in the use of portable fire extinguishers.

·         All Compressed Gas tanks shall be secured with heavy rope or chain and be stored in a safe manner away from open flame.

·         Charcoal BBQ’s and woks are PROHIBITED

·         Smoking is prohibited at all times.

·         All extension cords must be rated for OUTDOOR use.

 

FIRE MARSHAL BOOTH DIAGRAM

The Fire Marshal requires food vendors to provide a diagram for their booth setup. Instructions on how to acquire the blank booth diagram form will be emailed to you upon submission of this form. Please complete the form and email to ed@mcfarlanepromotions.com within 7 days of completing registration.

IMPORTANT: The Diagram must be provided no less than one week after completing the form. Booths are not considered reserved until this diagram is provided and failure to do so within seven days could result in losing your space.

You must provide proof of general liability insurance for $1,000,000 naming McFarlane Promotions, Inc., The La Mesa Village Association, and La Mesa Oktoberfest, Inc.

Insurance is due immediately upon submitting this form. 

Listed below are the names and contact information of the entities that need to be additionally insured, with the 30 day insurance cancellation noted on certificate, for $1,000,000 for La Mesa Oktoberfest listing the dates September 30, October 1, and October 2, 2022.   You must also include the endorsement policy and it must list the below organizations on it or reference the policy number on it. 

All  vendors are also required to have you have the ‘Worker’s Compensation Statutory Limits’ box checked (regardless of your coverage amount). 

If you use a different insurance company for your workers compensation you are required to provide that coverage as well. You will not be able to set up a booth without this insurance.

Additional Insurance Naming:      

La Mesa Village Association
8374 Allison Ave Ste. B
La Mesa, CA 91942
Phone: 619.784.6372

McFarlane Promotions, Inc.
Laurel McFarlane
656 Fifth Ave, Ste. B
San Diego, CA 92101
Phone: 619-233-5008

La Mesa Oktoberfest, Inc
CEO Laurel McFarlane
656 Fifth Ave, Ste. B
San Diego, CA 92101

National Center for Community Enhancement
656 Fifth Ave, Ste. B
San Diego, CA 92101

City of La Mesa
8130 Allison Avenue
La Mesa, CA 91942

 1) Such policy(ies) of insurance shall be endorsed so Permittee’s insurance shall be primary and no contribution shall be required of City and its elected officials, officers, officials, employees, agents and volunteers. The coverage shall contain no special limitations on the scope of protection afforded to City and its elected officials, officers, officials, employees, agents and volunteers. The Additional Insured endorsement for the City needs to list “the City, its elected officials. Officers, officials, employees, agents and volunteers”, not just “City of La Mesa”.

An endorsement must accompany each certificate. A blanket endorsement will not be accepted and the endorsement must either also state the name of the additionally insure entity or the same policy number as what is listed on the certificate.

All fees must be paid by credit card. For check payments, please email ed@mcfarlanepromotions.com

CREDIT CARD – A 3% processing fee will be included in all credit card charges. Please use the CC Authorization Form below. Please include all booth and license fees but NOT the $200 deposit (see Page 3 for deposit info).